Property Administrator
Avison Young | US, Irvine, CA, United States
The Property Administrator reports to the Property Manager. The Property Administrator provides the Property Manager with administrative and building operations support, as directed. The Property Administrator is responsible for keeping the Property Manager always informed, seeking guidance and direction as appropriate.
The base salary is aligned with market data and is estimated between $65,000 to $70,000 with the ability to achieve additional compensation through bonus. This salary range reflects base compensation for the position across all US locations. Within this range, individual pay is determined by work location and other factors including relevant education/training, experience, and internal equity.
Basic requirements and key functional responsibilities of the Property Administrator include, but are not limited to the following:
Strong aptitude for numbers including strong knowledge of accounting procedures, account reconciliation and ability to interpret financial data
Being detail-oriented; can work under pressure; meet deadlines; prioritize tasks and deliver timely and accurate results
Excellent customer and tenant service orientation
Ensuring that our tenants are 100% satisfied with our services is one of the key priorities, so having strong relationship building and problem-solving skills is a must
Assist with the implementation of new programs, and ensuring policies and procedures are followed.
Proficiency in Microsoft Word, Excel, and Outlook together with other property management software applications such as Yardi
Proven organizational and multi-tasking skills, combined with strong communication skills both written, and oral are keys to success
Self-motivated, professional, and flexible with the ability to work both independently and collaboratively in a team environment
Responsible for ensuring that assets are presented and operated according to the best possible standards alongside the Property Manager
To achieve success, Property Administrator should not only be focused on the day-to-day operations of the property but on the long-term potential and profitability of the property
Responsibilities
Assist with preparation for the annual budget process for assigned buildings within the portfolio.
Draft and distribute correspondences to tenant
Responsible / accountable for rent collection, cheque posting, and application of monies to tenant accounts in company software
Responsible/ accountable for reviewing monthly recurring billings
Monitor and control tenant arrears; reconcile tenant accounts; report weekly on status of account receivables; ensure that delinquent accounts are minimized
Prepare and issue statement of Rental Charge Invoices and letters
Liaise with tenants and accounting regarding accounts receivable matters
Prepare and issue purchase orders. Reconcile purchase orders against invoices
Assist the Property Manager with client relationship management
Assist the Property Manager in all aspects of tenant requirements under the respective lease agreements, including regular tenant contact, handling tenant queries and issues and ensuring all reasonable tenant needs are met in a professional and timely manner.
Ensure excellent tenant relations and strong customer service
Process invoices including matching, coding invoices to comply with budget schedules, and compiling and verifying batches
Monitor, track and ensure payment for all vacant unit utility accounts
Process all cheques, invoices, and related reports and systems within Yardi accounting software
Complete all administrative functions relating to property management as specified
Read and understand leases to ensure accurate information is received and maintained
Maintain and update security deposit reports
Maintain and update tenant information, including phone numbers, contact names, and emergency contact information as changes occur
Record, update, and maintain insurance coverage for all tenants and contractors
Liaise with tenants and contractors as required or directed
Verify Workers Compensation coverage for service providers
Perform a wide variety of administrative duties including word processing, filing, photocopying, scheduling appointments, answering phone, receiving guests, etc.
Ensure tenants abide by the terms of the lease and other relevant acts and by-laws
Work with Operations and Property Management on the day-to-day operations of the assets, ensuring custodial, life-safety, engineering, site services, and general maintenance, are implemented and carried out in a manner consistent with Avison Young policies and client directives
Assist with the maintenance of the computerized Preventative Maintenance Program (Angus AnyWhere) and monitor, dispatch and follow-up on tenant requests, preparation of monthly chargeback reporting
Co-ordinate and supervise all contracts, including periodic reviews of all service contracts (ie: maintain up-to-date contract log, assist with tendering, verify invoices match contract pricing and PO’s)
Co-ordinate annual fire inspections and deficiency repair schedules with contractors and tenants.
Ensure that all site-specific documentation and financial reports are completed accurately and on time, (as applicable)
Assist as needed in the development and preparation of a variety of budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facilities
Other such duties as directed and required by the Property Manager
Qualifications
3 + years of related Property Management experience or post-secondary courses in property management required.
Strong communication and interpersonal skills, both oral and written.
Knowledge of operating statements and strong understanding of budgets and recoveries
A focus on customer service and working as part of a team.
Ability to meet deadlines, prioritize tasks and work well under pressure
Results oriented, detail oriented and accurate
Exceptional problem solving and attention to detail
Proficiency in Microsoft Word, Excel and Outlook
Experience with Yardi accounting system a definite asset
Should possess a valid driver’s license and an operable vehicle to facilitate travel within the portfolio
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The base salary is aligned with market data and is estimated between $65,000 to $70,000 with the ability to achieve additional compensation through bonus. This salary range reflects base compensation for the position across all US locations. Within this range, individual pay is determined by work location and other factors including relevant education/training, experience, and internal equity.
Basic requirements and key functional responsibilities of the Property Administrator include, but are not limited to the following:
Strong aptitude for numbers including strong knowledge of accounting procedures, account reconciliation and ability to interpret financial data
Being detail-oriented; can work under pressure; meet deadlines; prioritize tasks and deliver timely and accurate results
Excellent customer and tenant service orientation
Ensuring that our tenants are 100% satisfied with our services is one of the key priorities, so having strong relationship building and problem-solving skills is a must
Assist with the implementation of new programs, and ensuring policies and procedures are followed.
Proficiency in Microsoft Word, Excel, and Outlook together with other property management software applications such as Yardi
Proven organizational and multi-tasking skills, combined with strong communication skills both written, and oral are keys to success
Self-motivated, professional, and flexible with the ability to work both independently and collaboratively in a team environment
Responsible for ensuring that assets are presented and operated according to the best possible standards alongside the Property Manager
To achieve success, Property Administrator should not only be focused on the day-to-day operations of the property but on the long-term potential and profitability of the property
Responsibilities
Assist with preparation for the annual budget process for assigned buildings within the portfolio.
Draft and distribute correspondences to tenant
Responsible / accountable for rent collection, cheque posting, and application of monies to tenant accounts in company software
Responsible/ accountable for reviewing monthly recurring billings
Monitor and control tenant arrears; reconcile tenant accounts; report weekly on status of account receivables; ensure that delinquent accounts are minimized
Prepare and issue statement of Rental Charge Invoices and letters
Liaise with tenants and accounting regarding accounts receivable matters
Prepare and issue purchase orders. Reconcile purchase orders against invoices
Assist the Property Manager with client relationship management
Assist the Property Manager in all aspects of tenant requirements under the respective lease agreements, including regular tenant contact, handling tenant queries and issues and ensuring all reasonable tenant needs are met in a professional and timely manner.
Ensure excellent tenant relations and strong customer service
Process invoices including matching, coding invoices to comply with budget schedules, and compiling and verifying batches
Monitor, track and ensure payment for all vacant unit utility accounts
Process all cheques, invoices, and related reports and systems within Yardi accounting software
Complete all administrative functions relating to property management as specified
Read and understand leases to ensure accurate information is received and maintained
Maintain and update security deposit reports
Maintain and update tenant information, including phone numbers, contact names, and emergency contact information as changes occur
Record, update, and maintain insurance coverage for all tenants and contractors
Liaise with tenants and contractors as required or directed
Verify Workers Compensation coverage for service providers
Perform a wide variety of administrative duties including word processing, filing, photocopying, scheduling appointments, answering phone, receiving guests, etc.
Ensure tenants abide by the terms of the lease and other relevant acts and by-laws
Work with Operations and Property Management on the day-to-day operations of the assets, ensuring custodial, life-safety, engineering, site services, and general maintenance, are implemented and carried out in a manner consistent with Avison Young policies and client directives
Assist with the maintenance of the computerized Preventative Maintenance Program (Angus AnyWhere) and monitor, dispatch and follow-up on tenant requests, preparation of monthly chargeback reporting
Co-ordinate and supervise all contracts, including periodic reviews of all service contracts (ie: maintain up-to-date contract log, assist with tendering, verify invoices match contract pricing and PO’s)
Co-ordinate annual fire inspections and deficiency repair schedules with contractors and tenants.
Ensure that all site-specific documentation and financial reports are completed accurately and on time, (as applicable)
Assist as needed in the development and preparation of a variety of budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facilities
Other such duties as directed and required by the Property Manager
Qualifications
3 + years of related Property Management experience or post-secondary courses in property management required.
Strong communication and interpersonal skills, both oral and written.
Knowledge of operating statements and strong understanding of budgets and recoveries
A focus on customer service and working as part of a team.
Ability to meet deadlines, prioritize tasks and work well under pressure
Results oriented, detail oriented and accurate
Exceptional problem solving and attention to detail
Proficiency in Microsoft Word, Excel and Outlook
Experience with Yardi accounting system a definite asset
Should possess a valid driver’s license and an operable vehicle to facilitate travel within the portfolio
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